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We would like to:

• Create a US-RSE Pride Month Logo
• Create Affiinity group
• Pick person/people to highlight this year List
• Publicize Pride events for tech groups One example
• Special Media Club/Speaker
  • Someone from our community?
  • Crosspost/work with DiveRSE, or other organizations
• Informal poll

Related links:

• https://outintech.com/6-lgbtq-figures-who-shaped-techs-history/
• https://newrelic.com/blog/nerd-life/10-lgbt-computer-science-pioneers

Some notes from first meeting discussion about this:

• During last year, the Stanford POC-IT working group had backlash over a list of words
  • Should we mention this in our overview blog post for Black History Month
• Out-in-tech has community bots that notify users; something we should consider?
  • Ping general community about this concept?
  • Maybe start conversation in DEI-discussions channel, see where this goes, then have steering committee guide further discussion/direction
• Create a blog post and/or newsletter announcement about this
  • Could we create a single sentence blurb about this for all future, quarterly, etc. newsletters?

DEI Resources Toolkit

• DEI Resource Toolkit Topics
• Goal: Series of blog posts (posted on us-rse.org) with common tag,
• Todo: Poll on Slack with topics to get interest, topics are main categories in list above (one post per topic)
• One topic idea: Looking for a job as an RSE - academia, industry, government
• DEI Resources

We need to complete a draft of guidelines for invited speakers to follow. This will help us pick invited speakers and guide the speakers' presentations towards some topics.

We'd like to discuss DEI aspects of review processes

This is related to the US-RSE 2023 conference; it's too late to change any process there but we want to have this discussion now as we document the process we're using to make sure we're prepared for US-RSE 2024 🙂

A starting point for discussion could be the SciPy conference reviewer guidelines, first written in 2017 that include many references I'm pasting in here:

Sources and citations
Prepared by the SciPy 2017 Diversity Committee and Program Chairs. Thanks to Philip B. Stark for useful links.

This document is a compilation from different sources listed below:

https://doughellmann.com/blog/2011/10/18/how-i-review-a-pycon-talk-proposal/

https://nearsoft.com/blog/europython-2016-a-review/

Everyday Bias: Identifying and Navigating Unconscious Judgments in Our Daily Lives. Howard J. Ross.

https://hbr.org/2015/04/3-ways-to-make-less-biased-decisions

https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4238945/#!po=88.4615

[1]http://bmjopen.bmj.com/content/5/9/e008707

[2] http://bjp.rcpsych.org/content/176/1/47/full-text.pdf+html

[3] https://www.ncbi.nlm.nih.gov/pubmed/28580134/

[4] https://www.amazon.com/Everyday-Bias-Identifying-Navigating-Unconscious/dp/1442230835

[5] https://implicit.harvard.edu/implicit/takeatest.html

[6] https://hbr.org/2015/04/3-ways-to-make-less-biased-decisions

[7] Threats to objectivity in peer review: the case of gender

Main goals:

• Add resources to DEI-WG resource page?
• Add list like below directly on US-RSE website?
• Create our own list of words?

Some resources

• https://www.xsede.org/terminology
• https://itconnect.uw.edu/work/inclusive-language-guide/

Related to #7

US-RSE'24 WG DEI - set collaboration priorities with the Diversity committee chairs (Tab Memmot and Cordero Core).

CCEP Travel Grants via ACCESS for US-RSE’23 - https://support.access-ci.org/ccep-pilot

How do we broadcast this to the community as a whole?

Tab, Ludovico, and Lance plan to have a discuss about this in the near future.

• Work with Website group to decide on the PR process for WG pages
  • goal is to ping the dei-wg to make sure at least one other person from the dei-wg reviews PRs before they are merged
  • We should choose a specific DEI-WG member as a requester for this update
  • We should also state the PR shouldn’t be merged until it is reviewed by a DEI-WG member
• Create a PR to update the DEI-WG webpage on us-rse.org, the README here is good place to start
• Add a “table” of info at the top (email, slack channel, meeting link, co-chairs, etc.)

David Nicholson Leading
Short (~15 min) videos

Understanding the demographics of the US-RSE membership will inform our decisions about what DEI goals to focus on as well hold us accountable on our progress in achieving a more diverse membership.

Sample Guidlines: Best Practices for Collecting Demographic Data from Submittable.com

• #12

• Determine the purpose and goals

• Keep it brief

• Get help from diverse groups when designing questions

• Explain why you are collecting this information

• Research best practices

  • Allow multiple selections and always include a blank option for write-in
  • Make questions optional

US-RSE Survey Planning

Adding this presentation [Scipy 2020] Scipy by the Numbers.pdf that @celiacintas very kindly shared with me -- SciPy conference usually reports something like this every year during the Diversity BoF

I think having a visualization like this that we regularly update somewhere (DEI working group page?) could help us hold ourselves accountable

The Tapia 2024 Conference is September 18-20, 2024 in San Diego, California

• Tapia 2024 Call for Participation Opens January 15!
• Submission Deadline: February 26, 2024 11:59 pm HST (Hawaii Standard Time)
• Talk about US-RSE DEI Working Group - part of the US-RSE mission - some info from the conference survey
• Panel or BoF

Chair/Co-chair discussion from 02/14/24:

• Some groups just have some step down - look for someone to step up, but that can be problematic if no one steps up
• If people want to step down, try to give ~3 months leadway?
• Lance and I were concerned about just assuming to stay in the roles
• We don’t want to have people stay in the position for multiple years without some process that allows them to “easily” throw their hat in the ring
• How do we get more people to participate in these meetings in general?
  • Emailing agenda on Mondays before the meeting, may help attendance
  • Newsletter “next/upcoming [WG] meetings” section?
• We should find some better ways to share the Zoom link for the meeting, some have had issues in general finding the Slack link to then get Zoom information
  • “I do think we should capitalize on the bookmarks in Slack for the WGs. We specifically have Zoom link, drive link, our Github initiatives, and other "important links"” - Alex
• Have a conversation every so often; Every month?
  • Whatever we decide, this would be good to be transparent about for those that are just joining; Maybe have some sort of “bylaws” on the web page

@sk8forether suggested this idea. This idea was prompted by a Slack discussion about when and where is it appropriate to use things like @channel and such, and the inherent difficulties for neurodiverse folks when trying to navigate social norms. The suggestion would be that having a list of guidelines for expected behavior in this Slack workspace may empower people to contribute without accidentally being perceived as rude or inconsiderate (i.e. by pinging too many people). The guidelines could also include links to "how tos" on controlling notifications.

This would likely fit well on the Get Involved page on the website, so it may also be worth discussing with Outreach WG folks.

@exoticDFT also suggested that - in conjunction with adding this resource - we could limit the chat features (such as @channel) to only maintainers of the Slack workspace or channel to make it easier to not make mistakes. He also noted:

Of course, this is limiting/restricting people from doing certain things, so that might be counter-productive in another way. But worth adding to the discussion...

• @nicole-brewer provides video to @JeffCarver (may need to edit first?) to post to YouTube
• @NickleDave will tweet from US-RSE once it's on YouTube

[edit: @mrmundt is not the one w/the video]

Increasing diversity in leadership is an excellent way to ensure the organization has a diverse perspective. It is also a good way to attract more diverse members since they have a better chance of seeing themselves as belonging.

• Recommendations to the Steering Committee and/or general members regarding how the actual process of selecting new committee members is run. This includes candidate nomination and eventual selection for the committee.

• Recommendations on less formal changes, such as messaging to the members and potential candidates to help encourage more diverse involvement.

• Peter’s notes from the meeting with Rowland Mosbergen @ US-RSE DEI WG Meeting Notes 02/16/2022

• Concrete ideas about improving diversity in the US-RSE Leadership

• Consolidated recap of discussion

Folder with other notes

• Come up with list of special celebration events and some ideas for these
  Juneteenth, black history month, women’s history month, hispanic heritage month, Indigenous People’s Day (See spreadsheet for more potential events
• Calendar for these events
• Ask community about what DEI Celebration Events we want to do moving forward

as suggested by @mrmundt https://us-rse.org/get-involved/

carrying over from 2021

Ideas for next year:

• T-shirt for month of June
• Pins for Pride and other celebrations
• Virtual meetups for the different celebrations
• Short movies (more focused media club activities)
• Speakers focused on the different celebrations

• Share Merritt talk on YouTube, post on channels, add to newsletter GitHub issue

• Cristin Merritt presented on 3/11/2022

• Event Planning Checklist

Form to ask for ideas

Options

• • Bring in Community Manager Sophia
  • We want to have some concrete ideas to loop them in on
• Spotlight posts for sure
  • How much lead time is needed?
  • One per DEI celebration event?
    • Take it by event? It went well during PRIDE
• Ask Peter Schmidt to do an interview or podcast?
  • Who would he interview?
• Speaker series or media club discussion?
• What other groups have done
  • Good presentations. Linux foundation? Daniel to link talk.
  • https://pasc22.pasc-conference.org/program/schedule/index.html%3Fpost_type=page&p=10&id=msa277&sess=sess166.html
• Last year’s Slack notices:
  • https://usrse.slack.com/archives/C03V3CY5MSQ/p1685037390655989
  • https://usrse.slack.com/archives/C03V3CY5MSQ/p1685474811844479
  • https://usrse.slack.com/archives/C01C8CJQ7AP/p1682712538971959
• To consider: https://elective.collegeboard.org/black-computer-science-pioneers-everyone-needs-know
• List of highlights to consider: https://docs.google.com/spreadsheets/d/13QMn-JCUpXIP7CQZFrW4dKLRjPXonh3pfaW_wpLZWAQ/edit#gid=0

• Create a reoccurring Zoom meeting for our DEI Media Club discussions
• Create reoccurring event on website

Brainstorming - Miranda Mundt

• Jay Lofstead is the chair for inclusivity committee at SC’22
• Miranda is DEI outreach member for SC22 (Chair was given to a person who could not get free registration / travel otherwise)
• Send her ideas for activities, bofs, etc.
  • LGBTQ+ Community: https://www.nature.com/articles/d41586-020-02325-1 - The event needs to be a welcoming/safe event. Ex: Dallas is a kind of scary place for LGBTQ community members. Location is a big factor.
  • Ongoing Safe Supported Spaces: it would be great to have an on-going affinity group that was specific to a career path (extended throughout the year)
  • RSE-specific get-together: Share backgrounds. Everyone’s background in RSE is so very different (and everyone has imposter syndrome).
  • Peter will send a list of discussion items / problems / solutions from SC’21 last year

We'd like to transcribe our current records to provide better, more accurate closed caption.

0. Currently using YouTube's automation of this
1. We'd like to update some current ones
2. We would like to develop a process for doing this when releasing a new recording
3. Automate this process

We need to complete a draft survey plan for the entire survey as a first priority. This will enable us to align objectives with questions and data collection. Previous Survey Planning efforts and the first Survey Draft can be used as a starting point.

Talk on resources available on how a person in the community - ally or member - how to engage with Pride

Possible process:

1. location/process to store info
2. Once a month clean up and provide info to given publisher)

Places information should go:

• Email to membership list
• Slides, i.e. working groups, for AGM
• Newsletters
• Twitter/Social media
• DiveRSE

In some future meeting, I (Dan) would like to talk about Outreachy and how we might advertise/encourage their work - maybe this starts with one of them as a DEI speaker for us

Reducing the friction of getting members involved will hopefully make it easier for anyone, including those who identify with under represented group, to find a way that they can contribute to the US-RSE. The general goal is to reduce friction for people to get involved and make it easier for them to find things they may be interested in within the organization.

When people first join US-RSE they may be just "testing the waters" and not immediately join Slack, esp. if they aren't already using the platform. If they don't accept the initial invite right away, they will be missing a lot of the content, discussion, etc. Periodic reminders and ways to reduce the friction of joining Slack afterwards could help.

Similarly, the "Get Involved" page could be updated to include more options at varying levels of commitment.

• Review message we send when people join US-RSE

  • Template of what to say

• Determine how to join Slack if you missed the initial invite

  • Currently we advise to email
  • There is a Direct Slack Invite link https://join.slack.com/t/usrse/shared_invite/zt-91yezh46-ZjDvMAA1k3rFcAnpwt_KIg but we can point people to, but we don't want people who aren't on the mailing list using it.

• Update the "How to Get Involved" web page

  • Include a few options with specific steps at varying levels of commitment
  • Link to get started on Slack - Information on how to join/rejoin Slack if they missed the initial invite
  • Add some “Working Group” instructions
  • A couple of specific, low-barrier things people can do
  • Join a Slack channel based on where they work
  • Attend a community call

• Link this on every newsletter, mention at meetings, send in welcome email

• Craft a short message reminding people about Slack and Get Involved that could be added to newsletter, talk slides, etc.

Basically a list for each (recurring) "work product" on the main https://us-rse.org/wg/dei/ page

i.e.

• one for speaker series, that will include links to talks on YouTube when available
• one for media club, that will include links to the media: podcasts, books, YouTube links, etc.

@exoticDFT suggests YAML file with data for events that we can update and then have a template using liquid to generate the actual page

• Database of DEI RSE Resources

The idea is to create a single webpage in the DEI section of the US-RSE website containing all the key information about DEI Celebration Events, with the goal of making it simpler for people who might be interested in getting involved to see what we've done already, and possibly get in touch if they want to be involved.

Some ideas for the content:

• Collect past initiatives/events
• Add some kind of "Get involved" contact info (e.g. simple web form)

Write an article about microaggressions in the workplace